Rental Contract 2013–14

The following Agreement is hereby entered into between The Evergreen State College, hereinafter called the College or Residential and Dining Services, and a student attending The Evergreen State College, hereinafter called the Resident. This contract covers all Residential and Dining Services areas and specifically the building, bedroom and common space, hereinafter called the Unit, to which the Resident is assigned. The Resident agrees to abide by all state of Washington laws, Thurston County ordinances and regulations, College regulations, the Student Conduct Code, and the provisions of The Evergreen State College Residential and Dining Services Policies and Contract. The College is exempt from RCW 59.18.040 The Landlord Tenant Act.

Terms of Agreement

Residents must be enrolled students of the College or approved by the Assistant Director for Residential Life or their designee. The Resident is entitled to a living space in Residential and Dining Services during the following dates.

Fall/Winter/Spring Contract—Saturday, September 21, 2013 to 5 p.m. Friday, June 13, 2014, (residents of buildings A, B, C or D must vacate their Unit for winter break closure from 4 p.m. Friday, December 20, 2013; to 10 a.m. Sunday, January 5, 2014).  Residents who are graduating in spring may request permission to stay until noon Saturday, June 14, 2014.

Winter/Spring Contract—10 a.m. Sunday, January 5, 2014 to 5 p.m. Friday, June 13, 2014.

Spring Contract—10 a.m. Sunday, March 30, 2014 to 5 p.m. Friday, June 13, 2014.

Dining Plan Requirements

The meal plan requirement is for the entire academic year for all residents who have 40 or fewer credits at the time they move onto campus. Residents are responsible for understanding and adhering to the Meal Plan Contract.

Confirmation Payment

All applicants reserving a Unit are required to pay a Confirmation Payment in order to secure a room assignment.  The Confirmation Payment is applied toward the Resident’s first quarter's rent.   

Cancellation Prior to Occupancy

Confirmation Payments are non-refundable. Exceptions to this refund policy will only be made for documented medical reasons approved by the Assistant Director for Residential Life or their designee.

Contract Break

A Resident who moves out without an approved "Release from Contract form" and/or is evicted by Residential and Dining Services will be considered to have broken the contract. A Resident with a broken contract is obligated to pay the full rental rate for the current quarter plus $300 per quarter for each remaining quarter of the contract.

Check Out Information

Residents must check out when they vacate their Unit and return any keys, and can do so by following the process outlined online or by contacting the RAD front office.  Residents must check out before 12:00 noon on the Friday of Evaluation week to avoid being charged for the full cost of the following quarter, as well as additional charges and/or penalties. Spring quarter check out must be before 5 p.m. Friday, June 13, 2014.

Improper Check-Out

If you do not check out properly by following the check out process, you will be charged an improper check out fee of $60. In the Spring quarter, failure to check out by the end of the contract will result in a $300 late checkout fee plus the $60 improper check out fee.

Contract Release

Residents may seek a Contract Release by filing a "Release from Contract" form (available on the web site). Contract Releases must be approved by the Assistant Director for Residential Life, or their designee. Contract Releases are typically granted for the following reasons:

  • Academic Internship or Individual Learning Contract which requires the resident to live outside Thurston County for a period of 30 consecutive days or more during an academic quarter.
  • Change of academic status with the College such as Academic Leave of Absence, Academic Withdrawal or Graduation.
  • Medical Release. This requires a licensed physician's statement on office letterhead explaining why the medical condition requires the resident to be released from their Contract. Residential and Dining Services requires thirty (30) days from receipt of your physician's letter to work to accommodate the resident’s specific medical needs before considering the Contract Release.

Refunds for Contract Releases

If a contract release is approved, the resident will be billed for the number of days the room was occupied prior to check out, with the following limitations.  If the resident checks out within 30 days of the end of the academic quarter, they are obligated to pay rent for the entire quarter.  If the fall quarter resident checks out after noon on the last day of fall and before the 30th day of winter quarter, they will be charged a $300 late checkout fee, in addition to the per diem cost of their Unit. 

Consolidation

Residential and Dining Services reserves the right to reassign any Resident to another room at any time in order to make the most efficient and effective use of the residential facilities. Residential and Dining Services may also consolidate a room(s) and/or apartment when the Unit is 50% or less occupied, at Residential and Dining Services' discretion.

Reduced Occupancy

If a roommate leaves, the remaining Resident must be willing to accept a new roommate when someone is assigned to the vacant space at any time during the academic year. If a Resident refuses, or does not maintain the room, suite, or apartment in such a way that a new roommate can move in, the Resident may be charged for use of the additional space. At Residential and Dining Services' discretion, a Resident may be given the option of reduced occupancy, allowing the Resident to pay an additional charge to use a shared room as a single.

Termination of Agreement:

Termination shall not relieve the Resident of their liabilities and obligations.

  • By Termination of Student Status:  Students must check out and vacate their Unit within seven days of the termination of their student status.
  • By Default or Breach:  The Agreement may be terminated, after 10 days notice of intent, in the event that the student:
    • Is in default in payment for more than 10 days, except where there is a written agreement to extend the period, or
    • Breaches, violates, fails to perform, or is in default of the performance of any of the terms of this Agreement, or
    • Receives a conduct hold on their student registration.

Room Rates/Payments

Charges for rooms will be assessed based on the Resident's assigned room and contract length.  The Evergreen State College Board of Trustees annually approves rates in late spring. Residents who are allowed to move in prior to their contract start date will be billed at a prorated daily rate for the additional days of occupancy.  Adjustment in billing will not be made for Residents who move in after the beginning of their contract; however residents who receive a room assignment after the standard check in date will only be responsible for rent from the date of their check in.  Rent is billed quarterly and due in full at the same time quarterly tuition is due.  Rent is paid online at www.evergreen.edu/webpayment/ or at the Cashier's Office. Rent being paid with money from grants, loans, scholarships or other financial aid and/or earnings from the College, is due upon receipt of the aforementioned money.  If unable to pay rent in full, the Resident must contact the Residential and Dining Services Office prior to the due date to make arrangements to meet the financial obligations. A late fee of $25 is assessed for all Residential and Dining Services rent charges that are past due on the tenth day of the quarter; residents who are waiting for financial aid to arrive may set up a payment plan in advance of the tenth day of the quarter. Rates can be found here: www.evergreen.edu/rad/rates.htm

Unpaid Rent/Collections

The Resident agrees to pay the reasonable cost and expenses of collection, including the collection agency fee and reasonable attorney's fees, in the event the College is required to place any outstanding account, debt or claim with a collection agency and/or utilize the assistance of legal counsel to collect on the account, debt or claim arising from this agreement.  In addition, the Resident's transcript and records will be held until the debt is resolved. 

Services Provided

All Units are furnished and include utilities: water, heat, electricity, and Internet access. The College shall have the right to temporarily interrupt such utilities (due to accidents, emergencies, repairs, alterations or improvements) which in the judgment of the College are necessary or desirable. The Resident shall claim no diminution or abatement of rent or other compensation, nor shall this agreement or any part of the obligation to the Resident hereunder be affected or reduced by such interruption or curtailment.

Damage and Cleaning

The Resident must keep assigned Unit clean and advise Residential and Dining Services staff of any necessary repairs. The Resident is responsible for the costs and expenses resulting from damage to a room, suite, apartment, or building, including college equipment or furniture, by them or their guests. The Resident is also responsible for the cost of additional cleaning required to return their room, suite, or apartment to its pre-occupancy state. The Resident will be sent a Room Inventory form in the first five business days after check-in which allows the Resident to document the existing condition of the room; the Room Inventory must be turned in within seven business days of its receipt.

Alterations

Any alterations, modification or additions to the unit are prohibited. Additional locks, structural additions of any kind, removal of fixtures, or painting are prohibited. All repairs, including painting, must be completed by Residential and Dining Services staff.

Keys

The Resident is responsible for any keys signed out.  Keys may not be duplicated or altered. A lock change is required for lost keys, and costs $50 per lock; lock changes on mailboxes cost $10.

Room Transfers

Residential and Dining Services reserves the right to change a room assignment or transfer a Resident to a different room in the event of a natural disaster and/or situation beyond its control, or in the event of irreconcilable roommate conflicts. The Resident is allowed one free room transfer per academic year. Additional room transfers are billed at $40 and are contingent on space availability. A room transfer must be completed within 24 hours or one working day after checking in to the new room to avoid paying rent for both rooms.

Appeals

Residential and Dining Services financial charges may be appealed by filing a Billing Appeal form (www.evergreen.edu/rad/policies/disputeresolution#financialappeals); appeal deadlines may be found here as well. Appeals are typically reviewed by the Housing Appeals Panel during the academic year.

Personal Property

The College assumes no responsibility for loss or damage to any resident's personal property from any cause. Residential and Dining Services strongly recommends students obtain insurance coverage by purchasing a renter's insurance policy or verify that coverage is available under their family's homeowner's insurance policy.